Diamond Cut Cleaning Services
Privacy Policy
1. Introduction
This privacy policy for cleaning services in the UK explains how Diamond Cut Cleaning Services Ltd collects, uses, and protects your personal information when you visit our website or use our cleaning services.
Your privacy matters to us. We are committed to maintaining the confidentiality, accuracy, and security of your personal information in full accordance with the UK General Data Protection Regulation (GDPR) and the Data Protection Act 2018.
This policy applies to all visitors to our website, as well as clients who engage our residential and commercial cleaning services. It explains what information we collect, how we use it, and your rights under UK data protection law.
When you contact us for cleaning services, make a booking, or complete a form on our website, we may collect certain information to respond effectively to your enquiry. This information is used solely for business purposes and handled with the highest level of care.
By using our website or communicating with us, you consent to the terms outlined in this policy. We recommend reading it carefully to understand how we protect your information and comply with our legal obligations.
If you have any questions about this privacy notice or wish to exercise your data rights, you can contact us directly using the details provided at the end of this policy.
2. Who We Are
Diamond Cut Cleaning Services Ltd is a professional cleaning company that provides residential and commercial cleaning solutions across Leicester, the Midlands, and the UK.
For the purposes of data protection for cleaning companies, Diamond Cut Cleaning Services Ltd acts as the data controller. This means we determine how and why your personal data is collected and processed.
Registered Business Name: Diamond Cut Cleaning Services Ltd
Registered Office: 49 Dorset Avenue, Wigston, England, LE18 4WE
Email: info@diamondcutcleaning.co.uk
Telephone: +447506329824
Our appointed Data Protection Officer (DPO) oversees our compliance with GDPR and data protection obligations. If you have any questions or concerns about how we handle your personal information, please contact our DPO using the details above.
We are committed to transparency, fairness, and accountability in how we collect and process all personal information.
3. Personal Data We Collect
We collect personal information that allows us to deliver our services safely, efficiently, and in line with our contractual and legal responsibilities. This section explains the types of personal data we may collect and process.
a) Identity Data
We collect information such as your name, title, and any other identifying details you provide when enquiring or booking our services. This allows us to communicate with you properly and personalise our service.
b) Contact Data
This includes your home or business address, email address, and telephone number. We use these details to respond to your enquiry, send quotations, arrange appointments, and keep you updated about your service.
c) Property and Service Details
When you make a booking or request a quotation, we may collect details about your property, such as the size, type, and specific cleaning requirements. This helps us provide an accurate quote and tailor our services to your needs.
d) Financial Data
If you make a payment to us, we may collect billing information, such as bank account details, transaction history, or payment method. All financial data is handled securely and in compliance with recognised data security standards.
e) Communication Data
We collect information you provide when you contact us by phone, email, contact form, or social media. This includes enquiries, feedback, or any correspondence related to our services.
f) Technical and Usage Data
When you visit our website, we may collect limited non-personal data such as your IP address, browser type, operating system, and pages visited. This information helps us understand how users interact with our site and improve its performance.
g) Marketing Preferences
If you consent to receive updates or promotional information, we will record your marketing preferences to ensure you only receive messages that are relevant to you.
We collect this data for legitimate business purposes, which include responding to your queries, providing quotations, scheduling services, and maintaining accurate business records.
All personal data collected is used in accordance with this privacy policy and the principles of GDPR compliance for cleaning businesses in the Midlands.
4. How We Collect Your Personal Data
We collect personal data through several lawful and transparent methods:
a) Information You Provide Directly
You may provide personal data when you:
- Complete our online enquiry or quotation form.
- Contact us by phone or email.
- Book a cleaning service.
- Provide feedback or a testimonial.
- Apply for employment or partnership opportunities.
This direct collection ensures that we only receive information that you choose to share with us.
b) Automated Technologies
When you use our website, we may collect technical information automatically through cookies, server logs, and analytics tools. This helps us analyse site traffic, improve website functionality, and ensure a smooth browsing experience.
For example, our system may record your IP address, browser version, and session activity. None of this data is used to identify you personally. It is gathered purely for system administration and performance monitoring.
c) Third Parties
We may receive personal data about you from:
- Partner businesses or referral websites that connect customers with cleaning services.
- Online payment processors or invoicing platforms.
- Publicly available sources, such as company websites (for commercial clients).
Where third parties share your data with us, we ensure they comply with UK data protection law and that you are aware of how your data will be used.
d) Consent and Lawful Processing
We collect personal data based on your consent, our contractual obligations, legal requirements, or legitimate business interests. Whenever consent is the lawful basis, you have the right to withdraw it at any time by contacting us.
All data collected during personal data use for cleaning enquiries is handled securely and only used for the purposes outlined in this policy.
5. How We Use Your Personal Data
We only use your personal information where it is necessary and lawful to do so. Our data practices are built around transparency and compliance with UK data protection legislation.
We use your personal data for the following purposes:
a) To Provide Cleaning Services
We use your details to manage bookings, schedule cleaners, and deliver residential and commercial cleaning services. This includes contacting you about your booking, confirming details, and following up after service completion.
b) To Process Enquiries and Quotations
When you contact us through our website or by phone, we collect information to provide accurate quotations and respond to your request efficiently. This processing is necessary for the performance of a contract or to take steps at your request before entering one.
c) To Manage Payments and Invoicing
We use financial information to process payments, issue invoices, and maintain accurate accounting records. All financial data is securely stored and never shared with unauthorised third parties.
d) To Communicate with You
We may contact you to confirm bookings, send service updates, request feedback, or notify you of any changes to our terms or services. Communication will always remain relevant and appropriate to your enquiry or service.
e) For Marketing Purposes
If you have opted in to receive marketing communications, we may occasionally contact you about special offers, new services, or seasonal promotions. You can withdraw your consent to receive marketing messages at any time.
f) To Improve Our Services
We analyse anonymised data from website usage, client feedback, and service outcomes to improve our cleaning services and client experience.
g) To Comply with Legal Obligations
We may use your data where necessary to comply with applicable UK laws, tax regulations, or court orders.
We never sell, rent, or trade your personal data with third parties. All information is processed in accordance with GDPR compliance for cleaning businesses in the Midlands, ensuring fairness, security, and respect for your privacy at every stage.
6. Our Lawful Basis for Processing Data
Under the UK General Data Protection Regulation (GDPR), every business must have a lawful basis for processing personal data. At Diamond Cut Cleaning Services Ltd, we only process information where one or more of the following legal grounds apply:
a) Consent
In some situations, we rely on your explicit consent to process personal information. For example, when you opt in to receive marketing emails or request that we retain your information for future cleaning services. You can withdraw consent at any time by contacting us using the details provided in this policy.
b) Contract Performance
When you book a cleaning service or request a quote, we must process certain information to fulfil our agreement with you. This includes using your address, contact details, and service preferences to deliver the cleaning you’ve requested.
c) Legal Obligation
We are sometimes required to retain certain personal information to comply with UK legal and regulatory requirements, such as tax reporting, health and safety regulations, and record keeping.
d) Legitimate Interests
We may process your data where it is necessary for our legitimate business interests and does not override your privacy rights. Examples include:
- Contacting you to confirm or follow up on an enquiry.
- Maintaining internal records of cleaning appointments.
- Improving our services through feedback and analytics.
- Protecting our business from fraud or misuse.
We balance our business needs with your right to privacy at every stage. Every instance of data processing is reviewed to ensure fairness, transparency, and compliance with data protection for cleaning companies in the UK.
7. Sharing and Disclosure of Personal Data
We understand that your personal information is sensitive and must be handled with care. We only share your data when it is essential for operational, legal, or contractual purposes.
a) Sharing Within Our Company
Your data may be shared securely within Diamond Cut Cleaning Services Ltd between authorised staff members who require it to deliver cleaning services, process payments, or respond to enquiries. Access is limited and controlled based on job responsibilities.
b) Employees and Subcontractors
In some cases, we may need to provide basic information (such as your name, address, and contact details) to our cleaning staff or approved subcontractors so they can perform the service you’ve booked. These individuals are bound by confidentiality agreements and trained to handle information securely.
c) Service Providers and Partners
We work with trusted third-party providers that help us operate efficiently. These may include:
- Website hosting and maintenance services
- IT and software support
- Secure payment processors
- Accounting and administrative support services
All third-party partners must demonstrate full GDPR compliance for cleaning businesses in the Midlands and are prohibited from using your data for any purpose other than providing contracted support.
d) Legal and Regulatory Disclosures
We may disclose personal data if required to do so by law, regulation, or court order. This includes sharing information with government authorities or law enforcement agencies when legally obligated.
e) Business Transfers
In the unlikely event that we sell, merge, or restructure the business, client information may be transferred to the new owner. Any transfer will be handled in compliance with data protection laws and subject to confidentiality agreements.
f) No Unauthorised Sharing
We never sell, rent, or trade your personal information. Data is shared only where it supports our legitimate business operations or fulfils our contractual obligations to you.
g) Data Security in Sharing
All data transfers are conducted through secure channels. Any third party handling personal data on our behalf is required to implement strict technical and organisational safeguards that meet GDPR standards.
8. Cookies and Tracking Technologies
Our website uses cookies and similar technologies to enhance your browsing experience and help us understand how visitors use our site.
a) What Are Cookies?
Cookies are small text files placed on your device when you visit a website. They help remember your preferences, improve functionality, and provide anonymous analytics about site usage.
b) Types of Cookies We Use
- Essential Cookies: Required for the website to function properly, such as enabling form submissions.
- Analytics Cookies: Used to measure how visitors use our website. We use tools like Google Analytics to track page visits and improve usability.
- Preference Cookies: Store your chosen settings, such as preferred contact options.
- Marketing Cookies: Occasionally used to measure advertising effectiveness.
None of the cookies we use collect personally identifiable information.
c) Why We Use Cookies
We use cookies to:
- Improve website performance and content relevance.
- Identify technical problems and correct them quickly.
- Measure engagement to ensure our website meets client needs.
- Save your preferences for faster future visits.
d) Managing Cookies
You can control or delete cookies at any time through your browser settings. Most browsers allow you to refuse cookies entirely or delete existing ones. However, disabling cookies may limit certain website functions, such as the ability to submit a contact form.
e) Third-Party Cookies
Some pages may contain links to third-party websites or embedded content (such as Google Maps). These external providers may set their own cookies. We encourage you to review their privacy policies for information on how they handle your data.
Our cookie usage fully complies with UK privacy and electronic communications regulations.
9. Data Retention Policy
We only retain your personal data for as long as necessary to fulfil the purposes for which it was collected. Retention periods depend on the nature of the data, the purpose of processing, and legal requirements.
a) Retention Periods
- Client Enquiries: Information collected during a cleaning enquiry or quotation request is retained for up to 12 months in case of follow-up or repeat bookings.
- Active Clients: Personal and service data are retained for the duration of your contract and up to 7 years afterward for tax and legal recordkeeping.
- Financial Records: Payment and transaction records are kept for at least 7 years to comply with UK financial regulations.
- Marketing Data: If you opt into marketing communications, your details will be kept until you unsubscribe or request deletion.
b) Secure Disposal
Once data is no longer required, it is securely deleted or anonymised. Paper documents are shredded, and digital files are permanently erased using approved deletion methods.
c) Review and Audit
We regularly review stored data to ensure we hold only what is necessary. This process helps maintain compliance with GDPR and good practice in data protection for cleaning companies.
10. How We Protect Your Personal Data
At Diamond Cut Cleaning Services Ltd, protecting your personal information is a top priority. We maintain robust security controls designed to prevent unauthorised access, misuse, alteration, or loss of data.
a) Technical Safeguards
- All personal data stored electronically is protected by encryption and secure servers.
- Access to data systems is limited to authorised staff with unique login credentials.
- Firewalls and antivirus software protect against cyber threats.
- Regular software updates and security patches are applied to maintain system integrity.
b) Organisational Safeguards
- Staff receive ongoing training in data protection and confidentiality procedures.
- Our cleaners and subcontractors are required to sign confidentiality agreements before handling client information.
- Physical records are stored in locked cabinets accessible only to management.
- Access to customer information is granted strictly on a need-to-know basis.
c) Data Breach Response
In the unlikely event of a data breach, we follow a defined response plan. We will:
- Contain the breach immediately.
- Assess the potential impact.
- Notify affected individuals if there is a risk to their rights or freedoms.
- Report the breach to the Information Commissioner’s Office (ICO) within 72 hours, as required by law.
d) Continuous Improvement
We regularly audit and update our data protection policies to align with best practices in GDPR compliance for cleaning businesses in the Midlands.
Our commitment to data security ensures that your personal information is handled with professionalism, integrity, and care at every stage of your interaction with us.
11. Your Rights as a Data Subject
Under the UK General Data Protection Regulation (GDPR), you have several rights concerning the personal data we hold about you. These rights are designed to give you more control over your information and how it is used.
At Diamond Cut Cleaning Services Ltd, we respect and uphold all data subject rights, ensuring transparency and fairness in every data processing activity.
a) Right of Access
You have the right to request a copy of the personal data we hold about you. This allows you to understand what information we collect and how it is being used. We will provide this information free of charge, unless your request is excessive or repetitive.
b) Right to Rectification
If you believe the data we hold about you is inaccurate or incomplete, you have the right to request corrections. Once verified, we will update or complete your record without delay.
c) Right to Erasure (Right to be Forgotten)
You can request the deletion of your personal data where:
- The information is no longer necessary for the purposes for which it was collected.
- You withdraw your consent (if consent was the legal basis for processing).
- You object to processing and there are no overriding legitimate grounds.
- The data has been processed unlawfully.
However, we may need to retain certain records to comply with legal obligations such as tax or contractual requirements.
d) Right to Restrict Processing
You may ask us to restrict the use of your personal data if:
- You contest the accuracy of the data.
- The processing is unlawful but you prefer restriction instead of deletion.
- You need the data to establish, exercise, or defend legal claims.
During restriction, we will store your information securely but will not process it further without your consent.
e) Right to Data Portability
You can request a copy of your personal data in a structured, commonly used, and machine-readable format. This allows you to transfer your data to another service provider easily.
f) Right to Object
You have the right to object to the processing of your personal data if it is based on legitimate interests or used for direct marketing. Once you object, we will stop processing your information unless there are compelling lawful reasons to continue.
g) Right to Withdraw Consent
If we rely on consent to process your data, you can withdraw that consent at any time. Withdrawing consent will not affect the lawfulness of any processing carried out before the withdrawal.
h) Right to Lodge a Complaint
If you are concerned about how we handle your data, you have the right to make a complaint directly to the Information Commissioner’s Office (ICO), the UK’s independent authority for data protection.
ICO Contact Details:
Website: www.ico.org.uk
Telephone: 0303 123 1113
We encourage you to contact us first to give us the opportunity to resolve your concerns promptly.
How to Exercise Your Rights
To exercise any of your data protection rights, please contact us in writing using the details provided in the “How to Contact Us” section of this policy. We aim to respond to all valid requests within 30 days. In some cases, particularly for complex requests, we may need additional time, but we will always inform you of any delay.
We are fully committed to respecting your rights as part of our ongoing dedication to data protection for cleaning companies across the UK.
12. International Data Transfers
In most cases, your personal data is processed and stored within the United Kingdom. However, if we use third-party service providers located outside the UK (for example, for website hosting or cloud storage), we ensure that your data receives equivalent protection.
Whenever data is transferred outside the UK or the European Economic Area (EEA), we apply one or more of the following safeguards:
- Transferring only to countries recognised by the UK Government as providing an adequate level of data protection.
- Using standard contractual clauses approved by the UK Information Commissioner’s Office to ensure the same legal protection.
- Requiring third-party service providers to implement strict data security measures consistent with GDPR compliance for cleaning businesses in the Midlands.
We carefully assess all international transfers to ensure your personal information remains secure and processed lawfully at all times.
13. Children’s Data
Our services are intended for adults and business clients. We do not knowingly collect or process personal data from children under the age of 16.
If you believe a child has provided us with personal information without parental consent, please contact us immediately. We will promptly remove any such data from our records.
14. Links to Other Websites
Our website may contain links to external websites, such as supplier pages, industry partners, or organisations relevant to cleaning and hygiene services.
Please note that this privacy policy for cleaning services in the UK applies only to the website operated by Diamond Cut Cleaning Services Ltd.
We are not responsible for the privacy practices or content of external sites. We encourage visitors to review the privacy notices of any third-party websites they access through our links before providing personal information.
15. Changes to This Privacy Policy
We may update this policy from time to time to reflect changes in legal requirements, technology, or how we manage your data.
When significant changes are made, we will post a clear notice on our website to inform users of the update. If we hold your email address and the change materially affects how we use your data, we will notify you directly.
We recommend reviewing this policy regularly to stay informed about how we protect your information.
Any updates to this policy will include a new “version number” and “last updated” date so you can easily identify the latest version.
16. How to Contact Us
If you have any questions, concerns, or requests regarding this policy or how your personal information is handled, please contact us directly.
Diamond Cut Cleaning Services Ltd
49 Dorset Avenue, Wigston, England, LE18 4WE
Email: info@diamondcutcleanuing.co.uk
Telephone: +447506329824
We handle all data protection queries in accordance with GDPR principles and aim to provide clear, prompt responses.
If you contact us to exercise your data rights, we may request additional verification details to confirm your identity before processing the request. This ensures your information remains secure.
For unresolved concerns, you can contact the Information Commissioner’s Office (ICO):
Website: www.ico.org.uk
Phone: 0303 123 1113
We appreciate your trust in Diamond Cut Cleaning Services Ltd and remain committed to protecting your privacy and maintaining transparency in all data practices.
17. Version Control and Effective Date
This privacy policy forms part of Diamond Cut Cleaning Services Ltd’s ongoing commitment to lawful and transparent data processing.
Policy Version: 1.0
Effective Date: November 2025
This document will be reviewed annually, or sooner if changes in legislation or business practices require updates.
By continuing to use our services or website, you acknowledge that you have read, understood, and agreed to the terms of this privacy policy.
At Diamond Cut Cleaning Services Ltd, we take privacy seriously. Whether you contact us to request a quote, book a service, or make an enquiry, your information is treated with the same professionalism and care that defines our approach to cleaning.
Our goal is to uphold the highest standards of data protection for cleaning companies, maintaining your trust and confidence through secure handling of all personal data.
Thank you for choosing Diamond Cut Cleaning Services Ltd, where professionalism, reliability, and respect for privacy go hand in hand.